Account

Classifies the nature of the transaction.

Accounting Date

If you have a business reason for establishing an accounting date that differs from the invoice date, specify that date in the Accounting Date field.

Activity ID

ID assigned to the individual tasks or events you want to update in a project.

Affiliate

Use this ChartField to identify a related entity. Affiliate provides a way to map transactions between business units while using a single inter-organization account.

When the Customer Vendor Affiliate flag is set to Y (BUS_UNIT_TBL_GL.CUST_VNDR_AFFILIATE = 'Y'), this field is not available for entry. In this case, the system assigns a value to this field (in the Billing Interface and in online bill entry components) with a default value. For transactions created within the From GL Business Unit, the system maps the To Business Unit field to the Affiliate field. For transactions created within the To Business Unit, the system maps the From Business Unit field to Affiliate field.

Note. When affiliate defaulting applies, the Billing Interface ignores all values provided for the Affiliate field.

AltAcct (alternate account)

Used to meet the needs of many multinational organizations and statutory requirements for some countries, this ChartField can be used as a Statutory Account or a Corporate Account ChartField. To add or update Alternate Accounts, use the Alternate Account page.

See Using Alternate Account.

As of Date

The last date for which a report or process includes data.

Base Amount

The amount which serves as the initial basis for all calculations in an invoice or report.

Bill Inquiry Phone

The number customers may call if they have questions about their bill. This field is optional and may default from the business unit, bill type, bill source, or customer options, depending on the level at which you specified these values. This number is entered on the Bill Inquiry Phone page.

See Defining Customer Billing Contacts.

Bill Source

See Source.

Bill Type

Represents the category of the product or service being billed. For example, your business may generate income from a variety of sources or departments such as training, rental property, order management or project costing. You need to establish different bill types for each of them, so that they not only appear on separate invoices but so that you can also set defaults for certain billing options for each bill type. A bill must have a bill type. You may change the bill type, but each bill may have only one type during any given transaction.

Billing Authority

A billing specialist who is responsible for approving invoices. The approver might be a manager who is not necessarily the person responsible for entering bills daily.

To indicate that a billing specialist is a billing authority, select the Bill Approver option for the corresponding bill specialist on the Billing Specialist page.

See Entering Information for Billing Specialists and Billing Authorities.

Billing Business Unit

See Business Unit.

Billing Specialist

Any person in an organization responsible for entering, monitoring, or approving system billing activity. This information is entered on the Billing Specialist page.

See Entering Information for Billing Specialists and Billing Authorities.

Budget Period

The period to which a budget amount applies.

Bus Unit, Invoice

If you select Bus (business) Unit, Invoice, in the Print Invoice Sort By group box, invoices will print in business unit, invoice order, and courtesy copies will print after the primary invoices.

Business Unit

An identification code that represents a high-level organization of business information. You can use a business unit to define regional or departmental units within a larger organization. For PeopleSoft Billing, a business unit is a grouping of customer invoices. All bill entry, invoicing and the generation of accounting entries is done by business unit.

Contract Number

The contract number associated with the bill or bill line. The CONTRACT_NUM field can be populated through online entry, and by external sources such as PeopleSoft Contracts, Project Costing, and PeopleSoft Order Management (for buying agreements). CONTRACT_NUM can also be contain a value representing a reimbursable agreement.

Note. No prompt table exists for the CONTRACT_NUM field. Because contract numbers can be assigned from a variety of sources, a single prompt table is not adequate for this field. Nor is a dynamic prompt to this field appropriate, as no bill header characteristic exists to determine the source of the CONTRACT_NUM value. Bills can contain lines from various sources where CONTRACT_NUM might have different meanings. A contract number in PeopleSoft Contracts, for example, for might have a different meaning than one imported from PeopleSoft Order Management which represents a Buying Agreement. You can add a single prompt to this table, if you can predict the source of this information.

Country, Postal

Select Country, Postal in the Print Invoice Sort By group box to print invoices (including courtesy copies) in alphabetical order by the country and postal code defined in either the Standard Billing − Address Info page or Standard Billing - Courtesy Copy Addr page.

See Changing the Bill Currency.

See Defining the Courtesy Copy Information.

Custom Label

Use Custom Label to include a comment such as "Duplicate." This comment will print on the pro forma or invoice in the bottom right corner of all bills in the range. Without this option checked, the pro forma or invoice prints:

Original for the primary copy.

Duplicate for the subsequent copies.

Courtesy Copy for the courtesy copy address.

Customer ID (customer identifier/customer number)

The code used on many pages and reports that uniquely identifies each of your customers. If you are adding a new customer, you may enter this code manually or use the Automatic Numbering page to have the system automatically assign the next sequential Customer ID.

See Setting Up Automatic Numbering.

Customer Number

See Customer ID.

Cycle ID

Associates a billing cycle (monthly, on-demand, quarterly) with a bill. Select the default cycle ID for a bill using the Billing Options − Billing Business Unit Options page. You can override defaults that you set on this page on lower level pages.

See Establishing PeopleSoft Billing Business Unit Options.

Department

This field indicates who is responsible for or affected by a transaction. To add or update department codes, use the Department page.

See Adding Department Values.

Description

When this field is available as an entry field, you can input up to 36 free flow text characters to describe an entity such as a business unit, a product or service or a sales representative, depending on the entry page. When this field appears as a read only field, it displays the appropriate information from previous entry pages. When you enter a Description of an entity, you are usually asked to also enter a Short Description.

Distribution Code

Distribution codes simplify the process of generating accounting entries by defining a valid combination of ChartField values that are used as defaults on other pages. Use the Distribution Code page to review or refine distribution code information.

See Setting Up Distribution Codes.

Effective Date

Date on which a table row becomes effective; the date that an action begins. For example, if you want to close out a ledger on June 30, the effective date for the ledger closing would be July 1. This date also determines when you can view and change the information. Pages or panels and batch processes that use the information use the current row.

EmpID (employee ID)

Unique identification code for an individual associated with an organization.

Entry Events

Entry events (EEs) are codes you can use to post pro-forma accounting entries to the general journal. Entry event codes enable PeopleSoft applications to automatically create standard accounting entries based on accounting lines generated by document posting routines. There are no entry event processes or steps defined specifically for PeopleSoft Billing. PeopleSoft Billing enables you to enter any entry event codes for each bill entered manually or imported through the Billing Interface. All billing data is subsequently loaded into PeopleSoft Receivables during the Load AR process (BILDAR01).

See Using Entry Events.

Frequency

Frequency indicates how often an event, such as invoicing, occurs: daily, monthly, end of business day, and so forth.

From/To date

Specifies or indicates a date range for calculations, reports, invoices and searches. The dates are inclusive.

GL Business Unit (general ledger business unit)

Individual business unit entities typically created for accounting purposes.

Gross Extended Price/Amount

Quantity x Unit Price = Gross Extended Price. This amount does not include discounts, surcharges, taxes or other adjustments.

I Type

See Invoice Type.

Identifier

Represent values from Charge Code tables.

Identifier Look Up Date

The date used in Bill Entry for effective date prompting on charges, discounts and surcharges.

Interface ID

The interface ID is a unique identifier assigned to a group or batch of billable activity that has been produced by a PeopleSoft Billing source system, which enables the system to share group bill information between its various components. The interface ID is incremented and assigned by the system and is typically a numeric value.

Invoice

The printed document containing bill information for a particular customer. Each invoice corresponds in the system to a unique Invoice ID.

Invoice Amt (invoice amount)

The total of all billing activity, including discounts, surcharges, and taxes.

Invoice Date Option Group Box

Select the Processing Date check box if you want the current system date at the time of processing to be used as the default date on the bill. This is useful if you are running bills on a pre-scheduled basis, for example at the end of each month.

If you want any other date to appear on the invoices, select the User Defined check box and enter that date in the adjacent field. The system uses the date you enter here as the invoice date regardless of when this run control is processed.

The Invoice Date Option only sets the invoice date on the bill if it is blank to start out with. If you entered an invoice date on the bill itself, that date takes precedence over anything entered on the run control.

Invoice Dt (invoice date)

The date the invoice is entered into the system. This date may differ from the accounting date. The default option is current date. The system automatically uses the system date at the time of processing as the invoice date on all invoices so that the invoices will always have the current system date on them, even when you prearrange (in the process scheduler) a process to run periodically on a schedule basis. You can override the Processing Date default and enter another date to appear on the invoices.

Invoice Form

The invoice form code is an identifier for the formatting options that determines the sorting and summarization levels for invoice information.

Invoice Generated

Indicates if an invoice has (Y) or has not (N) been generated. If the invoice has been generated, the date generated is also listed.

Invoice Media

The method by which the report will be generated, either printed copy, electronic data interchange (EDI), or email.

Invoice Type

The invoice type is assigned by the system when a bill is created. Values are:

REG - (regular) entered through online entry or through the Billing Interface.

RAJ - (regular with adjustments) created when you add adjustments to an existing bill.

ADJ - (adjustment) assigned when you create a new bill with adjustment lines only.

ACR - (credit bill) created when you elect to do a full bill adjustment credit.

ARB - (rebill bill) created when you elect to do a full rebill.

Language or Language Code

The language in which you want the field labels and report headings of the reports to print. The field values appear as you enter them.

Language also refers to the language spoken by an employee, applicant, or non-employee.

LOC Doc ID (letter of credit document identification)

The document number authorizing the letter-of-credit draw. This field is available only when CA_CONTR_HDR.METHOD_PAYMENT is LOC (letter of credit).

Line

The line number that the system assigns once you have run the pro forma preparation or invoice finalization steps, or the line number you assign manually during bill entry. System assigned line numbers are created according to the sort by criteria you specify for the invoice form selected.

The manual Invoice line numbering feature enables you to enter invoice line numbers during online bill entry. You can control invoice line numbers when you insert bill lines into a new or existing bill, delete existing bill lines, or update invoice line numbers for existing bill lines. Manual invoice line numbering only applies to bill lines entered online; it does not apply to bill lines coming in through the Billing Interface.

See Invoice Line Number Assignment.

Media

See Invoice Media.

Net Discounts

The total discounts and surcharges applied to the invoice subtotal. Net discounts do not include taxes.

Net Extended Amount

Gross extended amount after discounts and surcharges are applied. Does not include tax.

Operating Unit

A location-like ChartField used to identify a plant, office, branch, or a physical location, and so forth. It may also refer to a geographical location, or for responsibility reporting, such as a profit center. To add or update operating unit codes, use the Operating Unit page.

See Adding Operating Unit Values.

Operator ID or OPRID

See User ID.

Page No.

Page number.

Page Series

Enables you to define which PeopleSoft Billing pages you want to access and in what order during bill entry or inquiry. You can place pages that you rarely use at the end of the page series. You can control what pages appear in the menu list through various features in PeopleTools. To define a page series, go to the Bill Entry Page Series page.

See Defining Page Series Definitions.

Pay Method

The type of payment to be made: cash, credit card, check, and so forth.

Payment Terms or Pay Terms

The agreement with a customer defining how and when you expect to be paid. Choices include monthly, net 60 and upon receipt.

PC Business Unit

Business unit assigned to the project in PeopleSoft Project Costing.

Pretax Amount

The billed amount before invoicing.

Print Listing

Select to enable the printing of reports produced by the PeopleSoft Billing Load AR, Load GL, and Generate AP Voucher (generate accounts payable voucher) processes. Deselect the Print Listing check box if you do not want these processes to generate a report. The Load AR, Load GL, and Generate AP processes write summary information to the Message Log, whether or not the process generates a printed report.

Print Only Primary Copy

Select Print Only Primary Copy to print only one hard copy. If you do not select this option, the system prints all the copies requested on the Standard Billing − Address Info page or the Standard Billing - Courtesy Copy Addr page.

See Accessing Bill Header Address Information.

See Defining the Courtesy Copy Information.

Process Frequency group box

Designates the appropriate frequency in the Process Frequency group box:

Once executes the request the next time the batch process runs. After the batch process runs, the process frequency is automatically set to Don't Run.

Always executes the request every time the batch process runs.

Don't Run ignores the request when the batch process runs.

Process Monitor

This link takes you to the Process List page, where you can view the status of submitted process requests.

Product

An internal code that identifies the item or service being invoiced on a particular bill line. The Product ChartField captures additional information useful for profitability and cash flow analysis. To add or update product codes, use the Product page.

Project ID

The name or number by which a project is identified in all tables and pages in PeopleSoft Project Costing. The project must already be established in PeopleSoft Project Costing.

Quantity

The amount or number of items being invoiced.

Range Selection

The parameters the system uses to select the bill or group of bills for processing for the specified business unit. If you do not define a business unit, the system processes the range of bills for all Billing business units.

You can select:

All - chooses all bills.

Bill Cycle - specify any Cycle ID.

Date - specify any Bills Added On or After date.

Range ID - specify a range selection ID for the group of bills to be processed. PeopleSoft Order Management and PeopleSoft Project Costing both use this field extensively to group bills together for processing.

Invoice ID - specify the From/To Invoice number range. The numbers are inclusive. To choose a single bill, enter that invoice number in both the From Invoice and the To Invoice fields.

Cust (customer) ID - specify the Customer number. You can further qualify the customer by Bill Type or Source or both, but this further qualification is optional.

Bill Type - specify any Bill Type.

Bill Source - specify any Bill Source.

Recipient (Language)

A customer's preferred language for reports and invoices as originally indicated on the General Information - Ship To Options page or the General Information - Address age. Different preferred languages can be set up for different locations for the same customer. You can also override the default preferred language on many of the inquiry, invoicing and report pages.

See Maintaining General Customer Information.

Reimbursable Agreement

Assign a customer reimbursable agreement to the corresponding bill. Reimbursable agreements might represent contracts issued between two or more organizations, where one organization is performing services for another organization. For example, the State of Texas, Department of Computer Services might estimate that they will provide 1,000,000 USD worth of computer training services for various state agencies throughout the year. They can create a reimbursable agreement with each of these agencies against which the agencies are billed. A reimbursable agreement might also represent funds that an organization receives to complete a project from funding sources at various levels of government. For example, a bridge retrofit project might receive funding from local, state, and federal resources. You assign reimbursable agreements to customers on the Reimbursable Agreements - Funds page.

Remit to

The financial institution receiving payment.

Report ID

The seven or eight character code that identifies the type of report you are working with.

Report Manager

This link takes you to the Report List page, where you can view report content, check the status of a report, and see content detail messages (which give you a description of the report and the distribution list).

Request ID

A request identification that represents a set of selection criteria for a report or process.

Resource Type

Resource type, such as labor, associated with a given cost. Used in conjunction with resource category, resource subcategories, and resource groups.

Run

Click to access the Process Scheduler Request page, where you can specify the location where a process or job runs and the process output format.

See PeopleTools PeopleBook: PeopleSoft Process Scheduler

Run Date and Run Time

The time and date the report was generated.

Sequence Number

A bill line always has a sequence number regardless of whether it has been printed, prepared, or finalized. The sequence number is the natural order in which the lines were added onto the bill, either through online bill entry or through the interface.

SetID

An identification code that represents a set of control table information or TableSets. A TableSet is a group of tables (records) necessary to define an organization's structure and processing options.

Short Description

Frequently used when space on a report or page is limited. When this field is available as an entry field, you can input up to 12 free flow text characters to describe an entity such as a business unit, a product or service or a sales representative, depending on the entry page. When this field appears as a read only field, it displays the appropriate information from previous entry pages. When you enter a short description for an entity, you are usually asked to also enter a regular description. (See also Description)

Source

Indicates where the billing activity came from, such as online input, order management system, project costing system, and so forth.

Specified (Language)

Select the Specified option and select from the Language field a language for the printing of reports and invoices. When you select Specified, it overrides the preferred language selection originally designated when you set up this account.

Start Date/End Date

Use the Start Date/End Date field to select by date the invoices to be included in a process. The starting and ending dates are inclusive.

Status

Select Active or Inactive. By linking status and effective date, you can retain historical information and plan future implementation. For auditing purposes, PeopleSoft encourages inactivating data that is no longer in use instead of deleting it. In PeopleSoft Billing, the field can also represent the current state of a bill during its progress through the invoice process. Some common values are FNL (finalized), HLD (hold) and RDY (ready to invoice).

Unit

See Business Unit.

Unit Price

Price per unit.

UOM (unit of measure)

The units in which a customer is being billed: by the pound, per hour, per square foot, per item, and so forth.

User ID

The system identifier for the individual who generates a transaction.